DOCUMENT
R -- Virtual Session Managers for the VA MyVeHU Campus - Attachment
- Notice Date
- 6/6/2014
- Notice Type
- Attachment
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Veterans Affairs;Program Contracting Activity Central;6150 Oak Tree Blvd, Suite 300;Independence OH 44131
- ZIP Code
- 44131
- Solicitation Number
- VA70114I0206
- Response Due
- 6/13/2014
- Archive Date
- 8/12/2014
- Point of Contact
- Jonathan Chisholm
- Small Business Set-Aside
- N/A
- Description
- Proposed Scope of Work Virtual Session Mangers i.Sources Sought Notice Introduction The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) requires Virtual Session Managers that will support the training activities of the VA MyVeHU Campus Training Website (MVC). The primary roles of Virtual Session Mangers include providing program management support, administrative support, and insuring that the educational objectives of the MVC are met. At this time, no solicitation exists. Therefore, PLEASE DO NOT REQUEST A COPY OF THE SOLICITATION. Contractors having the skills and capabilities necessary to perform the below stated requirements should submit a response of no more than 5 pages in length, single spaced, 12 point font minimum that addresses the above information. In response to this Sources Sought, interested contractors shall submit the following information to Jonathan Chisholm via email at jonathan.chisholm@va.gov. Please provide the following information: A.Company Name and Address B.Company DUNS # C.Company point of contact, telephone, and email address. D.Socio-Economic Status - Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. If Service-Disabled or Veteran Owned Small Business, is your company and or partners registered in VA's VetBiz repository? E.If the company holds a Federal Supply Schedule (FSS) Contract, list the GSA Contract Number and relevant SINS. F.Capabilities / Qualifications: Provide a written description of the capabilities/qualifications/skills your company possesses to perform services described in this Sources Sought. G.Past Experience - Provide the following information on three similar projects completed within the last three years for which the responder was a prime or subcontractor. a.The name, address, and value of each project b.The Prime Contract Type, Firm Fixed-Price, or Time and Material c.The name, telephone and address of the owner of each project d.A description of each project, including difficulties and successes e.Your company's role and services provided for each project. DISCLAIMER This notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this Sources Sought Notice. A.General Information Virtual VA eHealth University (VeHU) is VA's virtual training conference that provides education on the Computerized Patient Record System (CPRS) and related clinical software (VistA) developed by the Veterans Health Administration (VHA) as well as innovations and projects. VeHU highlights innovations towards patient care through training classes on VHA's clinical informatics products. The VeHU Conference provides training to providers, nurses, health information managers, pharmacists, clinical informatics support staff, imaging coordinators, radiologists, and points of contact for the My HealtheVet web site. The conference consists of plenary sessions, didactic lecture sessions and hands on training computer lab sessions. Virtual Classes are presented live in the MyVeHU Campus Auditorium (www.myVeHUcampus.com). The VHA eHealth conference is separated into five tracks: Clinical Informatics Support (CIS) Track, Nursing Track, Pharmacy Track, Provider Track and Health Information Manager Track. The Veterans eHealth University (VeHU) currently has a group Facebook page and a Twitter account. These social media sites are maintained and have current content posted daily based on VA's Social Media guidelines. In order to provide an engaging and educational online learning resource, VA initiated development of a single web based modality that serves to introduce and guide VA staff thru the many online resources available from past Virtual VA eHealth University conferences. This modality includes, but is not limited to online performance support to guide potential trainees to pertinent training materials, a rating system for existing web-based training courses, and other valuable learning based functionalities. This project shall allow Veterans Administration Medical Center (VAMC) staff to experience the Virtual VeHU conference by virtue of a performance support web based environment that guides trainees to the appropriate training courses and interactive learning sessions via the MyVeHU Campus web site. 2.0Applicable Documents Documents referenced or germane to this Performance Work Statement (PWS) are listed below. The Contractor shall be guided by the information contained in the documents in performance of this PWS. 1.Office of Management and Budget (OMB) Circular A-123 2.Federal Information Security Management Act (FISMA) of 2002 3.Federal Information Processing Standards (FIPS) Pub 201, Personal Identity Verification for Federal Employees and Contractors, February 25, 2005 4.Privacy Act of 1974 5.Title VI of the Civil Rights Act of 1964 6.VA Directive 0710 dated September 10, 2004 7.VA Directive 6500VA Handbook 6102, Internet/Intranet Services 8.Health Insurance Portability and Accountability Act (HIPAA); 45 Code of Federal Records (CFR) Part 160, 162, and 164; Health Insurance Reform: Security Standards; Final Rule dated February 20, 2003 9.Electronic and IT Accessibility Standards (36 CFR 1194) 10.OMB Circular A-130 11.United States Code (U.S.C.) § 552a, as amended 12.32 CFR 199 13.An Introductory Resource Guide for Implementing the HIPAA Security Rule, March 2005 14.Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998 15.Homeland Security Presidential Directive 12 (HSPD-12): Policies for a Common Identification Standard for Federal Employees and Contractors, August 27, 2004. 16.VA Handbook 6500, Information Security Program 17.National Bureau of Standards and Technology (NBST) SP500-153, " Guide to Auditing for Controls and Security: A System Development Life-Cycle Approach," April 1988 18.Federal Travel Regulation (FTR) (www.gsa.gov/federaltravelregulation) 3.0 Scope of Work The Contractor shall provide all of the necessary tools to manage appropriate sessions for each of the five tracks (Clinical Informatics Support (CIS) Track, Nursing Track, Pharmacy Track, Provider Track and Health Information Manager Track) using web submissions and planning committee input on ideas. The contractor shall coordinate with the VA planning committee and Subject Matter Experts (internal VA employees) to draft session descriptions and educational objectives for Virtual MyVeHU Campus conferences. The Contractor shall supply staff to coordinate up to 20 virtual sessions per month during the period of performance, and shall provide the appropriate number of staff to accomplish the track activities for the MyVeHU campus virtual conferences. The specific tasks and deliverables are discussed in the following sections of this Performance Work Statement (PWS): 4.0 PEFORMANCE DETAILS The following describes the performance details associated with this Performance Work Statement (PWS). 4.1GENERAL REQUIREMENTS 4.1.1 ALL TRACKS "Project Management experience, or experience managing training sessions to include writing accurate descriptions and training objectives for accreditation "Experience coordinating and facilitating meetings with strong and differing personalities "Strong oral and written communication skills. "Proficient with current technology, i.e., social media, trends, and devices. Producing training classes using technology and delivering engagement activities by incorporating social media, tablets and smart phones, and to lead these sessions -- the session managers have to be competent with smart phones/gadgets, google plus and twitter/Facebook, SharePoint and file version control. 4.1.2 CLINICAL INFORMATICS SUPPORT (CIS) TRACK Track Requirement Background: Attendees in this track are Clinical Applications Coordinators, IT management, and IT staff responsible for the support of clinical applications used in VA patient care facilities. These personnel may be either facility based or Office of Information &Technology located at the facility. The CIS curriculum is focused on two types of training - beginning and advance level. CIS Beginning: This curriculum is for attendees that are in the first two years of performing their job functions. This is not meant to necessarily correlate with skill level. The CIS Beginning curriculum offers sessions to demonstrate the steps to set up and configure key features in a number of clinical applications. These sessions emphasize setting up the application and parameters that need to be configured for the application to work correctly. CIS Advanced: This curriculum is for attendees that have normally been in their position for more than two years. The CIS Advance curriculum offers sessions that are technical in nature with a requirement to have a certain level of knowledge about the subject prior to attending the session. Specific Experience: "VistA Experience with either VA VistA or Open Source -- in the following clinical packages...CPRS, Text Integrated Utility (TIU), Clinical Reminders. An advanced degree in informatics or computer software is not an acceptable substitute for experience actually using the software. "Minimum of two years experience similar to a VA Clinical Applications Coordinator, which includes: comprehends the objectives and functionality of clinical and administrative applications, the interrelationship of those applications to the operations of clinical services, particularly with regard to Veterans Health Information Systems and Technology Architecture (VistA) and the Computerized Patient Record System (CPRS). Who has served as the primary VHA subject matter expert for Health Informatics and as the knowledge expert for the electronic health record and associated clinical software applications, and has provided users and staff with consultative support and education. Successfully provided technical support to Clinical Informatics leadership to develop, generate, deploy, validate, maintain, and modify major CPRS clinical application components including Order Entry/Result Reporting, OE/RR Notifications, TIU Documents, Consult Request Tracking, Health summary, Problem List, Care Management, iMedConsent, VISTA Web, and Clinical Reminders. 4.1.2HEALTH INFOMRATION MANAGEMENT (HIM) TRACK Track Requirement Background: Attendees in this track are Health Information Management (HIMS) professional such as the Chief, Assistant Chief, or other HIM operations manager who is responsible for HIM functions at the local facility. Included in this track are sessions on ICD-10 which are include clinical staff as targeted attendees. HIMS: This curriculum is for attendees who are HIMS professionals and HIMS Technical Field Career Interns. The sessions will cover a cross-section of topics such as data management and web reports, records management both electronic and paper, and HIMS specific computer applications that are used for coding the electronic medical record. ICD-10: This curriculum is for attendees who work with strategies for local facility ICD-10 implementation. The move from ICD-9 to ICD-10 coding has been compared to learning a whole new language which translates to challenges in updating clinical documentation templates and decision support tools to ensure that data quality is maintained in the health record. The sessions will cover all the strategies and changes to coding that are occurring with ICD-10. Specific Experience: "VistA Experience with either VA VistA or Open Source in the following clinical packages: CPRS, TIU, Patient Treatment File, Encounter Form, and Clinical Reminders. An advanced degree in informatics or computer software is not an acceptable substitute for experience actually using the software. "Registered Health Informatics Administrator (RHIA) degree or American Academy of Professional Coder (AAPC) certification, and a minimum of one (1) year of experience in a facility using an electronic health record. 4.1.3NURSING TRACK Track Requirement Background: Attendees in this track consist of Registered Nurses, Nurse Practitioners, Nurse Informaticist and other types of advance practice nurses. The nursing curriculum is focused on two types of training - direct patient care or Informatics. Nurse Clinical: This curriculum is for the nurses who delivers direct patient care in a variety of clinical care settings and have a keen interest in incorporating new information technology skills into their daily clinical practice. The curriculum provides an opportunity for the nurse to increase knowledge and improve skills to promote utilization of clinical software, hardware and "peopleware" to enhance patient care. Nurse Information Management/Nurse Informaticist This curriculum is for the nurse who provides support and training to the nursing service utilizing a variety of information management systems. This curriculum provides an opportunity for the nurse to increase knowledge and expand skills utilizing information technologies to improve processes and enhance outcomes. Both curriculums focus on improving clinical efficiency to provide the best care to the veterans who seek treatment from the VA System. Specific Experience: "Registered Nurse (RN) with a minimum of one (1) year of experience working with Vista (or open source) CPRS and its use in nursing scenarios. 4.1.4PROVIDER TRACK Track Requirement Background: Attendees in the Provider track include independent licensed practitioners with direct patient care responsibilities. These include, but are not limited to, all allopathic physicians, osteopathic physicians, physician assistants, surgical assistants, nurse practitioners, podiatrists and optometrists. Attendees learn tools and techniques for using the clinician desktop, including the electronic medical record and clinical decision support tools. Knowledge of these technologies allows the provider to harness the power and potential of the electronic medical record. The Provider track sponsors three curricula: Clinician, Clinical Informaticist and Clinical Managers. Clinician: This curriculum is for the attendees who need emphasizes on basic functionality of the electronic medical record system, including CPRS Tips and Tricks, templating, and Clinical Reminders, to give the attendee a full appreciation of the potential of CPRS. Training in products such as My HealtheVet with secure messaging feature and data management tools allow the provider to expand their ability to use these tools. These providers often have responsibility for a focused clinical area and use their knowledge to enhance the functioning of their group practice using the electronic tools. Clinical Informaticist: This curriculum is for attendees who enjoy working closely with the clinical applications coordinators. These providers often have responsibility for hospital-wide informatics initiatives and often serve as the bridge between Office Information &Technology staff and the clinical staff. They help the information resources staff customize, evaluate, and test new software applications. These providers are essentially frustrated programmers that get excited when they hear the word "terabyte" and know that Java is more than a good cup of coffee. Clinical Managers: This curriculum is for attendees who are Chiefs of Staff, Nurse Executives and VISN administrators. These attendees may also have clinical responsibly for a patient panel while also performing administrative responsibilities, this curriculum will allow the attendee to acquire an overview of the electronic technologies available for use in managing the resources within their facilities. They will come to understand future directions of development for the electronic tools within VHA to move patient care into the home of the veteran. Specific Experience: "A minimum of five (5) years of experience with VistA / CPRS -(or open source) and working with providers as either a clinical application coordinator, provider trainer, or a similar position (CPRS support people who worked in IT also would qualify). 4.1.5 PHARMACY TRACK Track Requirement Background: Attendees in this track are Pharmacists (both staff and clinical), ADPAC/Pharmacy Information Specialist and Pharmacy Managers. As a member of the interdisciplinary team they will be able to maximize/streamline the use of CPRS at their facility. Pharmacy: This curriculum offers attendees sessions on the new innovations related to Pharmacy practice and information on enhancing Pharmacy data and files which provide the foundation of medication information needed by clinical staff in caring for the veteran. Sessions in the track will share Pharmacy Best Practices and Lessons Learned regarding patient medication safety and current software functionality. Specific Experience: "Registered Pharmacist (RPH) with experience working with VistA Pharmacy and CPRS (in a VA or open source), or a certified pharmacy technician with a minimum of five (5) years of experience working with VistA Pharmacy and CPRS (in a VA or open source), or VA Pharmacy Automated Data Processing Application Coordinator (ADPAC) with a minimum of five (5) years of experience working with VistA Pharmacy and CPRS (in a VA or open source). 4.2 ACCREDITATION 4.2.1ACCREDIATION EXERIENCE REQUIRMENTS: "A minimum of five (5) years of experience preparing brochures and objectives for achieving desired accreditation. Experience may be with VA, a university or other accrediting body that offers Continuing Medical Education (CME). "Knowledge of accreditation requirements for different clinical specialties, providers, nurses, social work, psychologists, pharmacists, etc. http://vaww.ees.lrn.va.gov/Training/Accreditation/EES_Accreditations "Proficient with current technology, i.e., social media, trends, and devices. We are producing training classes using technology and delivering engagement activities by incorporating social media, tablets and smart phones, and to lead these sessions -- the session managers have to be competent with smart phones/gadgets, google plus and twitter/Facebook, SharePoint and file version control. 4.3PERFORMANCE PERIOD The performance period for this requirement is a twelve (12)-month base period with four (4) option year periods. 4.3PLACE OF PERFORMANCE The Contractor shall support this effort at Contractor facilities. The Contractor shall provide all equipment needed. The Contractor shall provide all facilities required to support staff assigned to this contract including network connectivity, office space, furniture, personnel support accommodations, etc. The Contractor shall provide contract staff with end user computing equipment including common desktop computing software and hardware to perform the required services. The VA shall provide VA-specific software such as Virtual Private Network (VPN) and SharePoint access. 4.4TRAVEL Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with Federal Travel Regulations and FAR 31.205-46. Travel costs will be included in the task order award as a separate, cost-reimbursable, "not to exceed" line item. The contractor must obtain written approval from the VA Project Manager (or the designated back-up when the VA PM is out of the office) and the Contracting Officer Representative before any travel begins. Travel and per diem expenses will be reimbursed on an actual expenditures basis in accordance with Federal Travel Regulations and FAR 31.205-46. Travel that occurs without written pre-approval from the PM and the COR will NOT be reimbursed. The contractor MUST use the travel form for travel approval. Other documents or e-mails will NOT be accepted as pre-approval. In order to be reimbursed for travel, the contractor shall submit supporting documentation as required by Federal Travel Regulations with invoices. Federal Travel Regulations require receipts for travel expenditures of $75.00 or more. Expenses for subsistence and lodging will reimbursed to the contractor only to the extent where an overnight stay is necessary and authorized by Federal Travel Regulations in effect at the time of the stay for the specific location. Local travel within a 50-milae radius from the contractor's facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor's facility will not be reimbursed. An estimation of travel requirements is listed below for the twelve (12) month base period of performance. This estimation should be used in developing the travel price quote by the contractor. Estimated LocationsEstimated # of trips (Three (3) per month Estimated # of contractor personnel per tripEstimated # of days per trip Wintergarden, FL (To Attend Live Broadcasts)3625 4.5TYPE OF ORDER This is a Firm Fixed Price (FFP) Contract. 5.1TASKS AND DELIVERABLES The Contractor shall provide all Tasks and Deliverables described within this document. All deliverables shall be submitted to the COR with a copy to the Post Award CO in accordance with this task order. Written deliverables shall be submitted in soft copy using Microsoft Office products. If for any reason, any deliverable cannot be submitted on time, the Contractor shall provide a written explanation to the VA PM, CO and COR as soon as is known but no later than three (3) business days prior to the deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the VA PM, CO and COR shall cite the reasons for the delay and the impact on the overall project. Submittal of the impact statement as such does not alleviate the contractor of their responsibility to provide the deliverable on time, nor does submitting the statement constitute an excusable delay. The Contractor shall be responsible for adhering to all pertinent VA standards including, but not limited to, ensuring that all documentation and deliverables are stored on appropriate VA servers within one (1) week of their completion. The Contractor shall use the VA Nationwide Teleconferencing System for all pertinent conference calls, and the VA Exchange server for all pertinent email. Upon assignment of VA email accounts, use of external email accounts for the purpose of VA communications and business shall be limited to emergent use only. The Contractor shall be responsible for adhering to all pertinent VA policies and procedures. 6.0SPECIFIC TASKS AND DELIVERABLES The contractor shall perform the tasks and complete the associated deliverables as follows by the scheduled dates within the overall period of performance prior to the scheduled delivery dates. 6.1 Tracking accreditation regulations and meeting accreditation standards The contractor shall provide an experienced liaison to advise on documentation requirements for accreditation, to prepare such documentation and ensure accreditation is entered into MyVeHU Campus. The contractor shall track and report on accreditation for both live events and enduring on demand training. Deliverable 6.1.1 - Track accreditation regulations, and provide session manger with the guidance necessary to obtain accreditation before a session is held. monthly reports of any changes, additions, or updates. Due date: Monthly for the duration of the period of performance that outline any changes in accreditation standards for the five (5) educational tracks. Total of 12 reports during period of performance. Live session accreditation shall be obtained on a per session basis before a session occurs. Enduring on demand session accreditation shall be applied for within seven (7) days after the completion of a session. The accreditation application shall be tracked through the approval process, and upon approval shall up uploaded to the MyVeHU Campus. Deliverable 6.1.2 - Provide spreadsheet documentation of session attendees sorted by type of accreditation to EES. The names of attendees will be made available via a tracking system within the MyVeHU Campus. Due date: Monthly for the duration of the period of performance. Total of 12 updated spreadsheets during period of performance. 6.2 Tracking class development The contractor shall track training sessions assigned. Deliverable 6.4.1 - Maintain spreadsheet of training sessions assigned. Provide monthly updates of spreadsheet to OIA Training and Strategy Team. Due date: Monthly 6.3 Project Management and support activities for Virtual VA eHealth University Virtual Conferences The selected contractor shall work with VA staff and planning members to identify appropriate sessions for each track using web submissions and planning committee input on ideas. The contractor shall coordinate with the VA planning committee and subject matter experts during the drafting of session descriptions and educational objectives. The Contractor shall supply staff to coordinate up to 20 virtual sessions per month during the period of performance 6.3.1: VeHU Class Management and Design of Conference sessions The selected contractor shall work with assigned VA staff to develop an PMP for eachvirtual session based on feedback from previous conferences and virtual sessions, and the input of field planning committee members. Deliverable: Proposed Draft Agendas for virtual sessions Deliverable Description: A project management plan (PMP) that details each virtual session. Each agenda will organize the session's events using feedback from previous conferences and virtual sessions and the input of field planning committee members. The PMP shall be provided within ten (10) days of the initial planning meeting. A sample Virtual Session Manager checklist and session schedule that can used to develop a PMP are located in Section D as "Attachment A" and "Attachment B" respectively. Quantity: Per Session 6.3.2: Class Development: Session descriptions, educational objectives and presenters The contractor shall coordinate with the VA planning committee with the drafting of session descriptions, educational objectives, and key words. The contractor shall coordinate the initial contact of the presenters to gain their consent to present the session. Thecontractor will update descriptions, keywords and agenda as classes are developed to maintain their accuracy. For sessions that require VistA software screenshots, the s contractor will work with VA VeHU technical staff to ensure that the necessary data is in the VeHU training account with fictitious patient data that supports the training objectives of the class. The contractor shall obtain written confirmation that presenters will present at a session, and shall also obtain the necessary VA Employee Educational System (EES) accreditation forms from the presenter. Deliverable Description: Proposed Draft description of the session presentation with educational behavioral objectives and faculty confirmation Deliverables: 1) Written confirmation that the recommended presenter has consented to present the session they were selected for by the VA Planning Committee. The confirmation shall be obtained within one (1) week of the initial session planning meeting. 2) Confirmation that presenters have completed necessary EES accreditation forms by uploading the forms to the VeHU Presentation Portal The forms shall be uploaded to the portal before the second session planning call. 3) Description and an educational objectives for the sessions, that shall be updated as required The initial objectives and descriptions are due within one (1) week of the initial planning Quantity: Per Session 6.3.3: Attend Session Manager conference calls The Contractor shall participate in the monthly/bi monthly conference calls with all the Session Managers and other key planning members for the virtual conferences. Deliverable Description: Documented attendance and participation at the conference call unless excused by the VeHU Project Manager Deliverable: Meeting minutes and attendance roster for each call scheduled by the VA PM. Due Date: Monthly 6.4 Summary Report 6.4.1: After Action Review: After the conclusion of each Virtual VEHU Conference or Seminar: The contractor shall debrief with other Session Managers/assistant Session Managers to capture improvements needed for future sessions, and provide a summary report of all improvements needed for future sessions. Deliverable Description: Written summary report of the sessions, to include any suggested/necessary improvements. Due within ten (10) days of the end of a session. Written summary shall include session name, # of attendees, 3 items for "successful" and 3 items which need improvement. Quantity: Per Session 6.5 Outreach and Social Media Coordination The contractor shall coordinate outreach and social media with the OIA Training and Strategy program office, for all live and on demand MyVeHU Campus sessions and VeHU Websites. Contractor shall coordinate live tweeting during each session (Est 10 tweets per session at 20 sessions per month). Deliverable 6.5.1 - Monthly report consisting of how many tweets for @vaehealthu and @mvclive; and an evaluation of how outreach is working by reporting on #vvehu and number of followers for @myvehucampus, @vaehealthu and @myvehucalendar Due date: Monthly for duration ofthe period of performance. Total of 12 reports during the period of performance.
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